In Accountable, you can record a business expense in three ways: by uploading a receipt or invoice, by entering it manually, or by forwarding it by email. This article covers all three methods and explains how to handle negative amounts.
Option 1: Upload your receipt or invoice
If you have a receipt or invoice to upload directly, follow these steps:
Step 1: Go to Expenses
Navigate to the "Expenses" section.
Step 2: Upload the expense
Accountable Web: Click the "Upload new expense" button at the top right of the screen. | Mobile app: You can click "Scan document" to take a photo of your receipt or invoice, click "Upload from gallery" to select a photo of your document, or click "Import document" to select a PDF file to import. |
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Step 3: Verify the expense details
Check that the information on the expense form is correct, including supplier, amount, and category.
Split the expense: If your invoice includes multiple items, you can split the expense into several lines.
Verify the VAT rate:
Check the VAT rate applied to the expense.
Handling negative amounts on invoices
Invoices may sometimes include negative amounts due to:
Refunds: Issued for overpaid services or returned products.
Returned Deposits: For items like bottles or other refundable deposits.
Invoice Adjustments: Such as credits or discounts applied after the initial invoice.
You can encode articles with negative amounts by simply putting a "-" sign in front of the amount.
Option 2: Create an expense manually
If you do not have your receipt or invoice available right away, you can create an expense manually and attach the file later.
Step 1: Go to Expenses
Navigate to the "Expenses" section in Accountable.
Step 2: Create a manual expense
Accountable Web: Click the "Create an expense manually" button at the top right of the screen. | Mobile app: Click "Manually input expense". |
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Step 3: Fill in the expense details
Enter the details of the expense, including supplier, category, amount, and VAT rate.
Negative amounts: If your expense includes negative amounts, such as a refund or credit note, you can enter these directly as lines in the manual entry form.
Step 4: Save the expense
Save the expense once you have entered all the required information.
Important: Once you have the correct file (invoice or receipt), attach it to the manually created expense to keep your records complete.
Option 3: Import an expense by email
You can also import expenses by forwarding emails that contain PDF invoices or receipts directly to Accountable.
Step 1: Forward the email with the PDF attachment
Forward the email with your PDF expense attached, from the same email address you use with Accountable, to expenses@accountable.eu. Your expenses are automatically imported into your expense list.
Step 2: Review and validate the expense
Once your expense is imported, review and validate the details to make sure everything is accurate.
Important: If you are registered with Peppol (with Accountable as your access point for receiving invoices), your invoices are delivered directly into Accountable. They are available for review and validation in your app.
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Key takeaways
You can add an expense in Accountable by uploading a receipt or invoice, creating one manually, or importing it via email.
Always verify the supplier, amount, category, and VAT rate on each expense.
Negative amounts, such as refunds or credit notes, can be entered directly as lines in the manual entry form.
If you create an expense manually, remember to attach the invoice or receipt once you have it.
If you are registered with Peppol, invoices are delivered directly into Accountable for review and validation.
Need help? Chat with us or email support@accountable.eu, we're happy to help.